Intake Coordinator - Newton, MA

Instructions for Application

To apply, please send a cover letter and resume to our Practice Manager, Crystal Jean, at

Position Details

Join one of the most well respected and recognized evaluation and treatment practices for children, adolescents, and young adults in New England.

The Client Intake Coordinator is a truly valued member of our team as this person is often the first voice or face that a NESCA client connects with. We are looking for a true “people person” who wants to be part of a quick-thinking, motivated, and collaborative administrative team that works hard to meet the demands of each fast-paced day at NESCA and the widely varying needs of clients and clinical staff. We are looking for a leader and self-motivated person who works well in a collaborative culture.

Our team currently includes 25 master’s- and doctorate-level clinicians and 6 administrative staff, offering neuropsychological evaluations, both domestic and international, psychological testing, postsecondary transition services, occupational therapy services, speech language therapy, educational consultation, psychoeducational counseling and integrative treatment services, such as personal & social coaching and yoga. We welcome you to be part of a highly supportive work environment as part of our team of dedicated professionals.

Job Description

  • Welcome all clients and families at front desk.
  • Set a tone of tranquility, warmth and friendliness for the children, teens and young adults who enter the office; provide services for the clients and their families to maintain a positive, comfortable and welcoming environment
  • Perform routine clerical and administrative functions.
  • Process new client information, including but not limited to: scheduling evaluations and appointments, organizing and maintaining paper and electronic files, and providing necessary information to callers and potential clientele.
  • Follow up with clients regarding missing intake paperwork, send appointment reminders and Zoom links for virtual appointments.
  • Act as main source of communication between clients and clinical staff.

Qualifications and Skills

  • As one of our clients’ initial and ongoing points of contact on behalf of the company, the candidate must exercise exceptional interpersonal skills with people of all ages and abilities – children, adolescents, young adults, parents and vendors/partners
  • Capacity to have a consistently flexible, positive and compassionate disposition
  • Ability to manage varied tasks seamlessly and cheerfully
  • Proficient in Microsoft Outlook, Excel, and Word.
  • Experience with Adobe Acrobat recommended.
  • Associate’s Degree minimum; Bachelor’s Degree preferred.
  • 2 years administrative and/or customers/client service experience
  • Experience in hospitality, medical office or school environment a plus.
  • Proven, thoughtful and creative problem-solving skills
  • Proven track record of excellent communication and time management skills
  • Proven track record of efficiency and managing multiple projects simultaneously


Generous compensation and benefits package for full-time employees, including:

  • 401 K plan with employer contribution
  • Group dental plan
  • Long-term and short-term disability insurance
  • Life insurance
  • 11 paid holidays
  • Paid vacation
  • Free parking and weekday access to on-site gym
  • Discounted personal training sessions with staff trainer

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